(A) Creation of office. The office of City Clerk is hereby created, to be appointed by and serve at the pleasure of the Mayor and Council.
(B) Maintenance and records.
(1) The City Clerk shall keep a true and correct record of all business transactions of the City Council, and any other records that pertain to the business of the city or that the Council directs. The Clerk shall number and plainly label, and file separately in a suitable category, all resolutions, ordinances, notices, deeds, surveys, leases, paid and unpaid vouchers, inventories, letters, orders and other documents of whatever nature.
(2) In maintaining the records of the city, the City Clerk shall comply with state statutes on the preservation of public records, and any rules, regulations or manuals for municipal records promulgated by the state’s Department of Library, Archives and Public Records. Nothing in this section prohibits the City Clerk from disposing of records that no longer have “sufficient legal or fiscal value” and/or disposing of records pursuant to a records retention and disposition schedule established by the state’s Department of Library, Archives and Public Records.
(C) Public inspection. The Clerk shall keep convenient for public inspection all public records and documents under his or her control as provided by state statute, or rules, regulations or manuals for municipal records promulgated by the state’s Department of Library, Archives and Public Records.
(D) Preparation of agenda. The Clerk shall collect from the city officers and employees for the agenda such monthly reports prepared in such a manner and to include such information as may be directed by Council.
(E) Minutes. The Clerk shall prepare or cause to be prepared all minutes of Council proceedings, consistent with the method chosen by the Council in the city ordinances for the recordation of the minutes and shall ensure their correctness and accuracy.
(F) Posting. The Clerk shall process, record, file, publish and, if required by state statute, post all ordinances, resolutions, budgets and notices that may be passed by the Council.
(G) Treasurer.
(1) The Clerk shall hold the office of ex officio City Treasurer.
(2) However, the responsibilities for issuing purchase orders.
(3) The city’s accounting records, payroll and other financial functions will be handled by the city’s Finance Director, whose responsibilities are set forth in § 31.13 of this chapter.
(H) Election official. The Clerk shall be the city election official and perform those duties required by state statute.
(I) Licenses. The Clerk shall issue or cause to be issued all licenses that may be prescribed by state statutes or this code.
(J) Responsibilities and duties. The Clerk shall be responsible for the duties of the Human Resources Director, as described in the Human Resources Ordinance. The Clerk shall perform or cause to be performed, those administrative responsibilities and duties that are conferred by the Council, in addition to those as specified in this code of ordinances.
(K) Deputy Clerk. The Clerk may appoint such Deputy Clerks as are necessary to fulfill the functions and responsibilities contained herein.
(Prior Code, § 2-2.03) (Ord. 811, passed - -2001; Ord. 890, passed - -2007; Ord. 938, passed 12-12-2014)